Description
Position Summary
The Accounts Payable & Contracts Clerk is responsible for processing vendor payments, maintaining accurate financial records, and supporting the administration of contracts and agreements. This role ensures timely and compliant accounts payable operations while assisting with contract tracking, documentation, and compliance. The position requires strong attention to detail, organizational skills, and the ability to work collaboratively with finance, legal, and program staff.
Key Responsibilities
Accounts Payable
Process invoices accurately and in a timely manner in accordance with organizational policies and payment terms
Verify invoices for accuracy, proper authorization, and coding to the correct accounts or cost centers
Match invoices to purchase orders, contracts, and receiving documentation
Resolve invoice discrepancies and communicate with vendors regarding payment status
Maintain vendor records and ensure required documentation (W-9s, insurance, etc.) is on file
Assist with month-end closing activities, including reconciliations and reporting
Ensure compliance with internal controls and audit requirements
Contracts Administration
Assist with the preparation, review, and tracking of contracts, amendments, and renewals
Maintain a centralized contracts database, including key dates, deliverables, and payment terms
Monitor contract compliance and notify relevant staff of upcoming expirations or milestones
Coordinate contract documentation with legal, program, and finance teams
Ensure contracts align with accounts payable requirements prior to payment processing
Support audits by providing contract files and related financial records
General Duties
Maintain organized electronic and physical filing systems
Respond to internal and external inquiries related to payables and contracts
Support process improvements to enhance efficiency and accuracy
Perform additional administrative or finance-related duties as assigned
Requirements
Qualifications
Required
High school diploma or equivalent; associate’s degree in accounting, finance, business administration, or a related field preferred
experience in accounts payable, contracts administration, or general accounting support
Strong attention to detail and accuracy
Proficiency in Microsoft Excel and accounting or ERP systems
Excellent organizational and time-management skills
Ability to handle confidential and sensitive information
Preferred
Experience working with contracts, grants, or procurement processes
Knowledge of basic accounting principles and internal controls
Experience in nonprofit, government, or regulated environments
Familiarity with audit or compliance requirements
Skills & Competencies
Attention to detail and accuracy
Strong written and verbal communication
Problem-solving and analytical skills
Ability to manage multiple priorities and deadlines
Collaborative and service-oriented mindset
Working Conditions
Primarily office-based or hybrid work environment
Prolonged periods of computer use
Personal Attributes
* Mission-aligned, service-oriented, and values-driven
* Proactive, adaptable, and resourceful
* Detail-oriented with a strong sense of follow-through
* Collaborative and relationship-focused
* Calm and effective under pressure
Physical Requirements
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel, such as keyboarding and writing. The employee frequently is required to reach with hands and arms and talk and hear. Must have visual acuity to read and draft reports, memos, letters, etc. Specific vision abilities required by this job include vision adequate for the incumbent to perform the responsibilities and functions of the job efficiently. Must be able to speak and communicate clearly. Must be able to travel occasionally and drive in all weather and road conditions.
The employee will work in a professional office environment.
Occasional deadlines related to payment cycles or reporting periods
